1.0 PURPOSE 2.0 GOVERNING LEGISLATION AND RELEVANT DOCUMENTS 3.0 SCOPE

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2 1.0 PURPOSE Yukon College is a complex and dynamic institution working with a diverse partnership network, student body and general public. Bridging the distance between the College and its key partners and stakeholders, PACs provide advice to the College s academic divisions on things such as: curriculum relevance and currency admission and graduation requirements future directions for programs and courses program evaluation industry standards and wise practices resource materials (e.g., course texts, key readings, relevant multimedia materials, etc.) PACs are also a valuable resource when it comes to: information on labour market priorities, current employment opportunities and hiring practices protocol (e.g., best practices for involving elders in YC programs) informal program promotion (e.g., word-of-mouth marketing) planning and implementing practical and experiential learning opportunities (e.g., field and practicum placements, co-op opportunities, internships, work placements, etc.) securing guest speakers and subject matter experts 2.0 GOVERNING LEGISLATION AND RELEVANT DOCUMENTS Yukon College Act Collective Agreement BOG-11 Board Relationships with Governing Councils 3.0 SCOPE This policy: applies to all program advisory committees and their associated programs, with the exception of program advisory committees already governed by agreements Yukon College has with partner institutions December 16, 2015 Next Review: October 2020 Page 2 of 7

3 replaces Yukon College policy CR-05, President s Committees on Programming (PCOPs). 4.0 PROCEDURES Authority to Form PACs The decision to form a PAC related to a specific program or wider field of study is made by the appropriate dean, in consultation with the Vice-President, Academic and Student Services and the appropriate school chair. Decisions to proceed without a PAC must be reviewed every three years. Committee Membership & Terms of Reference Ordinarily, PACs should be composed of no more than members and are responsible for setting their own terms of reference in accordance with the stipulations of this policy. PAC members are typically selected from, but need not be limited to, the following stakeholder groups: Yukon First Nations employers program alumni community groups professional associations partner educational institutions government departments internal Yukon College representatives. Prospective PAC members should be nominated for their: level of expertise and insight regarding the program or field of study past committee experience availability to serve suitability to represent the constituency with which they are associated attitude towards the College and its Strategic Plan capacity for objectivity and collaboration December 16, 2015 Next Review: October 2020 Page 3 of 7

4 Member Appointment Process Prospective members must be nominated in writing by faculty members, the program coordinator or the school chair. Nominations are submitted to the dean for approval, and the dean s office in turn notifies the nominee of his or her appointment. Terms of Appointment The term of appointment for PAC members is up to two years. One half of committee members will have their terms end one year later than the other half to maintain continuity during times of member turnover. PAC members may be appointed to no more than two consecutive terms; however, there is no limit to the total number of terms a member may serve over his or her lifetime. Yukon First Nation Representation All PACs must include at least one Yukon First Nation member whose appointment has been evaluated by the President s Advisory Committee on First Nation Initiatives (PACFNI). Internal Representatives PACs will include two internal representatives: administrator responsible for the program (e.g., dean or chair) program coordinator or program faculty member Internal representatives may send a designate to meetings they are unable to attend but must give prior notification of their intent to do so to the PAC chair. PAC Chair All PACs will select a chair to lead meetings in accordance with the selection process laid out by their respective terms of reference. The chair must be an external committee member. Dismissal of Members Membership on a Yukon College PAC is a matter of trust. Accordingly, the committee chair, in consultation with the dean, may dismiss committee members if any of the following apply: continued association with the individual brings Yukon College into disrepute December 16, 2015 Next Review: October 2020 Page 4 of 7

5 the individual repeatedly refuses to abide by the committee s accepted rules of order and/or treats fellow committee members with disrespect the individual misses three or more meetings without notice. Meetings Frequency: PACs must meet at least two times per Yukon College fiscal year (July 1-June 30). Attendance From a Distance: To ensure inclusivity and encourage a broad range of opinion, members must be given the option to join meetings through tele- or web-conferencing technologies when they inform the PAC chair they are unable to attend in person. Meeting Notification: The appropriate internal representative (or his or her delegate), in cooperation with the committee chair, ensures that notifications of meetings, along with meeting documents, are distributed to members no later than two weeks prior to the meeting date and that appropriate space and support technologies are booked and functional. Agendas & Minutes: agendas are set by the PAC chair, in consultation with the appropriate internal representative (or his or her designate). Meeting minutes must be kept and sent out to members for review and editing no later than two weeks after the scheduled meeting. PACs can decide on their preferred method for storing meeting agendas, minutes and other documents, and they are free to determine if their meeting documents will be visible to the College community or for member-only viewing. Rules of Order & House Style: PACs are free to use the rules of order of their choice and to determine their preferred style for agendas and minutes. 5.0 PROBLEM SOLVING Any questions or concerns arising out of the intent, content, implementation, or application of this policy should be reported to the Vice-President, Academic and Student Services Office. December 16, 2015 Next Review: October 2020 Page 5 of 7

6 Where a concern or dispute arises from a decision made as a result of enforcing this policy, the Vice-President, Academic and Student Services Office should be notified as soon as possible after the decision has been made. In such cases the Vice- President, Academic and Student Services Office will advise the concerned individual(s) of the appropriate appeal process to follow under the circumstances. 6.0 ADDENDUMS Addendum A - Policy Communication Checklist December 16, 2015 Next Review: October 2020 Page 6 of 7

7 ADDENDUM A - POLICY COMMUNICATION CHECKLIST Policy Name: Program Advisory Committees Policy Number: AP-02 Submitted by: Andrew Richardson List those consulted with in preparation of this policy: Name Department Date SALT VPA&SS Spring 2015 HEHS HEHS (at school meeting) Spring 2015 SEC President s Office Sept 2, 2015 H. Dundas (Science Adventures), D. Anton & M. Dumkee Applied Science and Management Sept 10, 2015 YC Staff N/A Sept 24-Oct 8, 2015 The order for communication and/or consultation for a new or revised policy is as follows: 1. SEC initial review and recommendations from SEC membership; 2. Identified stakeholders within Yukon College in order of priority see below; 3. SEC to be briefed on any issues arising out of stakeholder consultations; 4. Staff SEC members to bring policy to their staff for feedback(sec member introducing this policy is responsible for sending to SEC, requesting that it be circulated to their staff for feedback); 5. SEC final draft supported by SEC membership and approved by the President. This checklist must be completed prior to the final draft of a policy being presented to SEC for presidential approval. Body Communication Completed Comments Planned SEC Yes Yes SEC agreed policy could go out to YC staff w/ proposed changes Student Union No Employee s Union No Occupational Health No and Safety Academic Council No Board or a Board No subcommittee Other SEC for Final Review December 16, 2015 Next Review: October 2020 Page 7 of 7